Administrative Assistant Senior - Parks Maintenance

City of Colorado Springs; Colorado Springs (CO); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Colorado Springs is seeking an Administrative Assistant Senior to support the Park Maintenance and Operations division. You will handle a wide range of secretarial and clerical duties, coordinate office functions, and provide information to the public on department policies.

You will assist the manager and supervisors, manage payments and budgets, track charts and prepare reports, and support boards and service contracts.

Qualifications

• Proficiency in Microsoft Office Suite is required.
• Strong customer service and communication skills are essential.
• Ability to learn and apply City policies and procedures.

Responsibilities

• Provide administrative support to the Park Maintenance and Operations Manager and division supervisors.
• Process payments, research payment histories, and collect outstanding balances.
• Assist with division budget tracking: purchasing, expenditures, data entry and reporting.
• Track and report division statistics as directed by the manager.
• Support GoGov CRM for service requests and generate performance reports.
• Take minutes and manage agendas for SIMD boards.
• Coordinate maintenance services and contracts (trash, mowing, security).
• Manage calls, calendars, and travel arrangements for the manager.
• Assist with special projects and other duties as assigned.

Skills

Customer service

Communication

Relationship building

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

Administrative Assistant Senior - Parks Maintenance

In this position, you will provide a wide variety of highly responsible and complex secretarial, administrative, and clerical duties in support of the Park Maintenance and Operations division of the Parks, Recreation, and Cultural Services team; coordinate and participate in office functions in support of the goals and objectives of the team and provide information and assistance to the public regarding City and Parks, Recreation and Cultural Services department policies and procedures.

As an Administrative Assistant, Senior, you will:

• Provide administrative support to the Park Maintenance and Operations Manager, SIMD (Special Improvement Maintenance District) Administrator, and division supervisors
• Support the fiscal responsibilities of the division by receiving and processing payments, researching payment histories, and collecting outstanding balances
• Assist with division budget tracking duties to include purchasing, allocating expenditures, data entry, and other duties as assigned (research and provide budget/expense information to Parks Maintenance and SIMD teams)
• Track, compile, and report division statistics as directed by Park Maintenance and Operations Manager
• Provide administrative support for the GoGov CRM customer service platform for the park Maintenance Division, including tracking service requests and generating weekly, quarterly, and annual performance reports.
• Provide support to the seven boards associated with the Department’s SIMDs including taking minutes at the meetings, and managing agendas
• Coordinate critical maintenance services including
  • Trash removal and portable restroom contracts and placements
  • Tracking mowing contracts and expenditures
  • Security contracts for opening and closing parks
• Manage incoming phone calls, maintain appointment calendars, and make travel arrangements for Park Maintenance and Operations Manager
• Assist Park Maintenance personnel with special projects as assigned
• Other duties as assigned

Learn more about this job by reviewing the class specification on the City of Colorado Springs Class Specifications page

We are looking for candidates who demonstrate:

• Proficiency in using Microsoft Office Suite
• Ability to provide excellent customer service
• Ability to learn and apply pertinent City policies and procedures
• Ability to communicate clearly and concisely, orally and in writing
• Ability to establish and maintain effective working relationships

We value a diverse range of qualifications and experiences. Our organization views each year of further education as equivalent to each year of relevant work experience, and each year of additional relevant work experience as equivalent to each year of required education.

• High school diploma or GED
• Four years of full-time, professional experience in a related field.

The following qualifications are not required, but they are considered desirable. If you possess any of the preferred qualifications, please include specific details in your application. This information may be used to identify a top group of applicants.

• Accounting and record-keeping experience
• Experience using Accela or similar service request software
• Experience using Cartegraph or similar asset management software

Please contact Katie McLaughlin at [e-mail] for any questions about this position.